Paralegal (Entry Level) - Executive Assistant

Scottsdale, AZ

Post Date: 12/18/2017 Job ID: 900367 Industry: Distribution Pay Rate: $20.00-23.00/hr. DOE

The Entry Level Paralegal Executive Administrative Assistant is responsible for providing administrative support and assistance to the Vice President of Legal Services, General Counsel, acting as the primary point of contact for internal and external inquiries on items concerning General Counsel.  Responsibilities include making travel and meeting arrangements, customer relations, preparing correspondence and participating in meetings and conference calls as needed.

  • Task and project management including creation, execution, planning and reporting for assignments.
  • Plan, schedule, attend and participate in meetings on behalf of General Counsel as needed.
  • Answer phone calls and take detailed messages or forward calls to appropriate individual(s).
  • Arrange and prepare all aspects of General Counsel’s travel (both domestic and international) including ground and air transportation, lodging, meals, etc.
  • Draft correspondence including legal documents, contracts, etc.
  • Coordinate gathering an organizing of documentation required for litigation support.
  • Receive, review and respond to high volumes of correspondence via mail, e-mail, telephone and fax, daily.
  • Manage and maintain the General Counsel’s schedule and calendar.
  • Succession Planning
  • Manage process to keep corporate and business license filings up to date.
  • Complete forms for General Counsel’s vacation and sick time and submit to Payroll in a timely manner.
  • Manage paperwork and accurately sort and file documents, as needed.
  • Maintain paper legal files.
  • Place office supply orders for needed supplies and submit to mailroom.
  • Work with other Executive Assistants on special projects, as needed.
  • Work cooperatively with co-workers and supervisors.
  • Maintain strict confidentiality on all matters.
  • Maintain regular and punctual attendance at work.
  • All other duties as assigned.

 

  • Proficient with MS Office applications (MS Word, Excel, and Outlook, and PowerPoint).
  • Accurate and efficient typing skills 45+ wpm.
  • Proficient with Internet Explorer, Skype and Social Media (Twitter and Facebook).
  • Demonstrated strong written and verbal communication skills.
  • Intermediate to advanced level project management and task management skills.
  • Knowledge of business operations including LLCs, Corporations and licensing, etc.
  • Ability to maintain sensitive and confidential information.
  • Professional presentation; strong interpersonal, organizational and customer service skills.
  • Able to work on multiple projects at once and effectively prioritize and complete assignments accurately and on time.
  • Able to work quickly and handle high volumes of work in a fast-paced environment with constantly changing tasks, priorities and deadlines.
  • Must have strong initiative, confidence, assertiveness and accountability; strong attention to detail, follow-up and follow-through.
  • Ability to process information quickly, anticipate needs before they arise and work with little or no direction or direct supervision (must be proactive); must be able to work independently and as part of a team.
  • Proficient operation of general office equipment including copier, fax machine, scanner, printer, etc.
  • Consistently professional, friendly, helpful telephone and in-person demeanor.
  • Ability to accurately file numerically and alphabetically.
  • Ability to work well independently and as part of a team.
  • Bachelor’s or Associates degree in Business, Law, Communications, or similar discipline preferred or an equivalent combination of education and work experience.
  • Five years of executive administrative or administrative work experience including meeting coordination, scheduling, domestic and international travel.
  • Minimum 3 years of corporate transactional legal, task management and project management work experience.
  • Paralegal Certification 

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